Administrative Associate

Permian Basin Area Foundation is seeking a detail-oriented Administrative Associate with a strong work ethic and a track record of reliable, hard work. This position plays a key role in ensuring the accuracy, timeliness, and consistency of data and documentation supporting the Foundation's donation management and development activities.

Working closely with the Finance team and COO, the Administrative Associate manages data entry and process documentation to uphold operational excellence and compliance. This role also provides essential support to accounts payable and oil & gas records management functions. Success in this position requires sharp attention to detail, strong organizational discipline, and the ability to execute repeatable processes efficiently and accurately.

Permian Basin Area Foundation offers a total compensation package to include the following:

• Starting salary range of $52,000 - $56,000, depending on experience and other qualifications
• Comprehensive benefits package sponsored by Professional Employer Organization including employer paid health insurance, health savings account, employer paid life and disability insurance, 401k including employer safe-harbor contributions, flexible spending account, and other benefit options
• 14 paid holidays
• Paid Time Off (PTO)
• Flexible work schedule (depending on role and subject to approval)

Location: Midland TX

Position Description

Administrative Associate

• Full-time, FLSA status non-exempt
• Reports to Chief Operating Officer

General

Responsible for day-to-day administrative duties of the Foundation to support the Chief Operating Officer, Chief Financial Officer, Education Programs Administrator, and Grants Officer. Greets visitors in the reception area and manages multi-line phone system.

Essential Duties and Responsibilities

• Responsible for greeting visitors in the reception area and managing multi-line phone system.
• Responsible for deliveries as needed.
• Provides backup and support to Accounts Payable processes.
• Supports oil & gas records management.
• Assists COO, CFO, Education Programs Administrator, and Grants Officer.
• Updates contact information for board and staff; office calendar for key meetings and other events in a timely manner.
• Provides support of board and committee processes such as taking minutes, meeting RSVPs, ensuring documents requiring board approval are signed, etc.
• Responsible for managing OnBoard portal; update folders with the latest documents for board related items.
• Prepares and maintains fund analyses and fund statements.
• Saves scanned gift and grant records to their corresponding fund folder on server and to appropriate CSuite folders.
• Updates profile records weekly in CSuite by reviewing obituaries from the Midland Reporter Telegram and Odessa American.
• Oversees database management for donor profiles, grantees, and funds, with reporting expertise.

Qualifications

• Excellent interpersonal and professional communications skills.
• Diligent attention to detail; organized.
• Sound judgment and decision making in safeguarding confidentiality of sensitive information and relationships.
• High technical proficiency with personal computer and standard office software programs, including Microsoft Word, Excel, PowerPoint, and capacity to learn new programs to support work tasks and office efficiencies.
• Disciplined work ethic and problem-solving skills.
• Ability to operate as part of a team and as a strong support staff to other office personnel.
• Desire to learn and grow with position as opportunities arise.
• Minimum of 3 years work experience in business administration and/or bookkeeping strongly preferred.
• Bachelor’s degree

This position description is for general understanding of the expectations of the employee and should not be considered to be comprehensive or exclusive of other duties that may be assigned.